Administration - Executive Administrative Assistant 120-1001

CommunityCare HMO Inc.; Tulsa (OK); On-site; USD 40,000 - 56,000; Full time

Job summary

CommunityCare HMO Inc. in Tulsa seeks an experienced Executive Assistant to support the CEO and other Executive Level Officers.

You will manage scheduling, travel arrangements, meeting preparation, and confidential correspondence, ensuring accuracy and discretion. Responsibilities include transcribing, report compilation, board materials, coordinating meetings, handling communications, and maintaining confidential files.

Qualifications

• Proficiency in personal computers and Microsoft Office, especially Word, graphics and scheduling software.
• Excellent oral and written communication skills, including the ability to keep accurate meeting minutes.
• Ability to establish and maintain professional relationships across levels of the company.
• Successful completion of health care sanctions background check and Department of Insurance background check.
• Fluent English in conversation and writing.

Responsibilities

• Schedules, coordinates and organizes various meetings for Executive Level Officer(s).
• Transcribes and prepares correspondence, memorandums, reports, meeting minutes and audiovisual presentations.
• Organizes, compiles and maintains confidential information and reports for management review.
• Receives and screens telephone calls for Executive Level Officer(s).
• Coordinates all travel arrangements for company personnel.
• Maintains department office supplies and supports committees in planning employee activities.

Tools

Microsoft Office

Word

Graphics software

Scheduling software

Job description

Job Summary

Responsible for providing assistance to Executive Level Officer(s) on all scheduling, travel arrangements, meeting preparation, report compilations and special projects. Provides administrative support including all private correspondence and maintaining confidential files and records for Executive Level Officer(s).

Job Summary

Responsible for providing assistance to Executive Level Officer(s) on all scheduling, travel arrangements, meeting preparation, report compilations and special projects. Provides administrative support including all private correspondence and maintaining confidential files and records for Executive Level Officer(s).

Key Responsibilities

• Schedules, coordinates and organizes various meetings for Executive Level Officer(s).


• Transcribes and prepares correspondence, memorandums, reports, meeting minutes and audiovisual presentations using Microsoft Word, and graphics software/equipment.


• Organizes, compiles, distributes, and maintains various types of confidential information, materials, and reports required for management review.


• Receives, screens and telephone calls contact for Executive Level Officer(s) as necessary.


• Coordinates all travel arrangements for company personnel.


• Performs other duties including maintaining department office supplies; training, relief for main switchboard; assisting various committees in planning and organizing employee activities; and maintaining and distributing materials.


• Communication and interpersonal skills need to represent CommunityCare's brand and image.


• Performs other duties as required.

Qualifications

• Proficiency in the use of personal computers, Microsoft Office, especially Word, graphics and scheduling software.


• Must have excellent oral and written communication skills including ability to keep accurate minutes of meetings.


• Ability to establish and maintain effective working relationship with individuals at all levels of the company, including outside executives or disgruntled customers.


• Successful completion of Health Care Sanctions background check.


• Successful completion of Department of Insurance background check.


• Ability to converse and write fluently in English.

Education/Experience

• High School diploma required. College degree or equivalent experience preferred.


• Minimum five years related clerical/office administration experience with at least 4 years working for Executive Level Officer individual preferred.


• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.


• Ability to interact with multiple levels of management with professionalism and discretion while maintaining confidentiality.


• Project management skills preferred.

CommunityCare is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin